SR-08-12-2014-3B- 205-003City Council Meeting: August 12, 2014
Agenda Item: 3- B
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Liquefied Compressed Natural Gas Fueling Station Maintenance
Recommended Action
Staff recommends that the City Council
1. Award Bid #4143 to Clean Energy, a California -based company, to provide
maintenance, repair, service and parts for the Liquefied Compressed Natural
Gas (LCNG) fueling station.
2. Authorize City Manager to negotiate and execute a Contractual Services
Agreement with Clean Energy in an amount not to exceed $250,000 with two
additional one -year renewal options in the amount of $500,000, for a total not to
exceed $750,000 over a three -year period, with future year funding contingent on
Council approval and budget adoption.
Executive Summary
Staff recommends award of bid to Clean Energy to provide maintenance, repair, service
and parts for the LCNG fueling station at BBB at specified rates plus applicable sales
tax. The award of the bid would enable the City to maintain the LCNG fuel station that
dispenses Liquefied Natural Gas (LNG) and Compressed Natural Gas (CNG) to transit
buses powered by LNG or CNG. The award would also ensure the fueling system is
maintained to Original Equipment Manufacturer (OEM) recommendations and that it is
in compliance with all Federal, State and local laws, rules and regulations governing
LCNG fuel system storage and dispensing systems. The total expenditure for the
three -year term is $750,000.
Discussion
The LCNG fuel system was built and put into service in 2002. It was upgraded in 2012
to enhance the dispensing capability of the CNG portion of the system for the NABI
Articulated 60 -foot buses procured in 2010 -2011. The Big Blue Bus fuels its fleet of 189
LNG /CNG buses at the facility on a daily basis. The City's fleet of CNG vehicles fuels at
the station on an intermittent basis. The LCNG fuel system dispenses approximately
3,250,000 gallons of LCNG per year. LCNG fuel systems incorporate very sensitive and
1
costly components, some of which require lead times of up to four months to replace.
Many of the components would be warehoused to minimize downtime due to the
essential operation of the fueling site.
Vendor Selection
In May 2014, the City published Notices Inviting Bids to provide maintenance, repair
services and parts for the LCNG fueling system as required by the Big Blue Bus in
accordance with City specifications. The bid was posted on the City's on -line bidding
site, and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. There were 185 vendors notified and 16
vendors downloaded the bid. Two bids were received and publicly opened on June 4,
2014 per Attachment A. Bids were evaluated based on competitive pricing, vendor
experience, references, and compliance with City specifications. Based upon these
criteria, Clean Energy is recommended as the best bidder to provide maintenance,
repair services and parts for the LCNG fueling system in accordance with City
specifications.
The award of the bid would enable the City to maintain the LCNG fuel station that
dispenses Liquefied Natural Gas (LNG) and Compressed Natural Gas (CNG) to transit
buses powered by LNG or CNG. The award would also ensure the fueling system is
maintained to Original Equipment Manufacturer (OEM) recommendations and that it is
incompliance with all Federal, State and local laws, rules and regulations governing
LCNG fuel system storage and dispensing systems.
Financial Impacts & Budget Actions
The contractual service agreement to be awarded to Clean Energy is for an amount not
to exceed $750,000. The contract will be charged to the following accounts:
0410826.589000 $100,000
41651.555015 $150,000
Total $250,000
2
Future year funding is contingent on Council approval and budget adoption.
Prepared by: Getty Modica, Transit Maintenance Officer
Edward F. King
Director of Transit
Forwarded to Council:
Rod Gould
City Manager
Attachment: Attachment A: Bus LNG /CNG Tank Refurbishment Services Bid Results
ATTACHMENT A
o� Pomdaems semen BIDT: F4143 BID CLOSE DATE: 6 1412014
1]1] o ed YA
-� anuvo rwrn wnd row+ TITLE PROVIDE BUS
ENERGY FUEL FACILITY MAINTENANCE AS REQUIRED BY THE
Txs +o^WaNI BIG BLUE BUS
'atimated Osage
CLEAN
ENERGY
1GPSTRATEGIES
Ne
Ii BeaGI, CA
=ESwn4Mq CA
PRICING SERVICE RATES
BATES /PRICES FOR 92 DAYSERVICE:
RATES/PRICES FOR 92 DAYSERVICE
ITEM DESCRIPTION
TO BE PERFORMED
4TIME5/YFAR
TO BE PERFORMED 4 TIME5/VEAR
PRICE PER ONE (1) 92 DAY SERVICE (per spedficallans):
$_ /PER SERVICE
$ 7,280.00
4 $
29,120.00
$ 4,000.00
4
$ 16,000.00
PRICE TO PAINT (2) CHART 30,009 GALLON LCNG TANKS PER
OEM RENOEMENDATIATI (CONTRACTOR SUBMIT
$ PAINT (2)
WRITTEN PREPARATION AI
TWOCHART30 ,000
$ 40,22200
1 $
40,222.00
$ 26,770.00
1
$ 26,])0.00
QUANTITY OF APLICATION
PROCEDURES AND TYPE AND OWNTIIV OF PAINT APPLIED)
GAUDNTANKS
Subtotal $
69,342.00
$ 42,]]0.00
ITEM DESCRIPTION
ADDITIONAL
Tlme
ADDITIONAL
HOURLY(ABOR RATE FOR WEEKLY INSPECIONS /CALL OUTS
ANDOTHER SERVICES UAM -4PM(
$ _ /HR
$ 105.00
156 $
16,380.00
$ 145.00
156
$ 22,620.00
(52 weeks`3brs per visit)
EMERGENCY(AUER HOURS) BATE
( 20afterbaursvints`3brspervlslt)
$ - /HR
$ 105.00
6D $
6,300.00
$ 145.00
60
$ 8,700.00
VEHICLECOST IF NOT INCLUDED IN HOURLY LABOR COST
$ - /HR$-/D.y
$
$
$ 90.00
$
SPECIALIZED EQUIPMENT COST (if applicable)
(needed every 92 day lnspethe. e4)
$- /HR $ -- /Use
$ -
4 $
-
$ 1,500.00
4
$ 6,000.00
TRAVEL TIME IF APPLICABLE: PER TRIP OR MINIMUM
(76 total visits = 4152.20)
$ _ /HR
$ -
76 $
-
$ 145.00
>G
$ 11,020.00
Subtotal 5
92,022.00
$ 91,110.00
SPARE PARTS: FOR LCNGni GSTATION
B
ESTIMATED
DE5CRIPTION
PERIOD
1
DELIVERY
PERIOD 1
DELIVERY
ANNUAL
WITHIN
/OAY5
WITHIN /DAYS
UNITCOST
EXTENDED
COST
UNITCOST
EMENDED COST
3
1
ACDTC34KALNG Pump
$ 19,825.00
$
19,825.00
10,
$ 22,879.00
$ 22,879.00
90 Days
2
3
Y,•Wmns.mrPacking Kite
$ 312.00
$
936.00
14 Days
$ 188.89
$ 566.67
SO Days
3
3
i•w ahmt., Paakina Of
$ 299.00
$
897.00
14 Do,
$ 23100
$ 693.00
too.,
4
3
I R•ae -h.nm p.,Mae Its
$ 416.00
$
1,24800
14 Days
$ 311.46
$ 934.38
10 Days
2'Vwame5tw laakmR KOS
$ 474.00
$
1,422.00
14 Days
$ 343.64
$ 1,030.92
10 Days
5
3
awomxener 1.60s'Kia
$ 777.40
$
777.40
14 Days
$ 39123
$ 391.23
15 Days
6
1
Kenn. mHO'sl-
$ 367.42
$
12,492.28
14 Days
$ 255.70
$ 8,693.80
20 Days
7
34
I'd Sean.. K Caner Co. L Noade
$ 58,24
$
582.40
14 Days
$ 109.64
$ 1,096.40
10 Days
6
10
9
1
s rnmrNOVdawl.Adn,wCtHrd
S 8,435.00
5
6,435.00
1Day
$ 9,250.00
5 9,250.00
20 Days
Mwm Teah vent Lanle
$ 151.63
$
151.63
1Day
$ 420.65
$ 420.65
10 Days
10
1
G,ound ae.m mr DBPens" aoleoad
$ 195.00
$
390.00
]Day
$ 325.67
$ 651.34
5Days
11
2
0I.Eire amen
$ 537.52
$
2,150.06
1Day
$ 710.00
$ 2,840.00
15 Days
12
4
aon vein ..,.a
$ 410.97
$
1,643.88
1Day
$ 586.00
$ 2,344.00
15 Days
13
4
Maaxlnad e+eakaww SUlings for LCN60kpennn
$ 52.00
$
104.00
1 Day
$ 532.39
$ 1,064.78
20 Days
14
2
cGA GuAw, Or round Ending
$ 43.10
5
86.20
7Do,
$ 20.93
$ 41.86
5Days
is
2
Benwtars foe o+spem" Hme
$ 415.69
$
831.38
1Day
$ 255.50
$ 511.00
10 Days
16
2
01w11. reel Drum,
$ 1,375.57
$
1,375.57
1 Day
$ 1,715.80
$ 1,715.80
15 Days
17
1
oPW CCmw Fna Nmwle
$ 3,419.78
$
3,419.78
1Day
$ 4,434.15
$ 4,434.15
20 Days
18
1
mid End for the can Pumps
$10,430.12
$
62,580
1 Day
$10,344.95
$ 62,069]0
56 Days
18
6
.72
C....... HOn wOu'akawaV for R -SWa NaWe
$ 5,7¢7.6$
$
5,]4].65
1Day
$ 6,292.76
$ 8,292.]6
20 Days
0
O"Inda fr- w @maka -EL., P saoo Nonda
$ 2,458.03
5
2,458.03
1Day
S 7,211.10
$ 7,211.10
20 Days
21
1
Pmts Total
$
125,554.00
$ 137,13259
Grand Total
$ 217,576.00
$ 228,242.54
Percent discount pilot manufacturers pace list for related miscellaneous hems
O%
NIA
Payment Teems
Net 30
Net 30 Days 1% Discount if paid
In full 20 days from
original time invoice
is submitted.
Please describe any additional fees 8 changes not listed
NIA
Shipping costs
fdrmateme /partssand
umm,tazwill
be added to material cost invoice
Renewal Option Year
3 % Increase
3 % Increase
Renewal Option Year
3% Increase
3% Increase
ARemate terns and conditions is applicable
NIA
NIA
Addendum
Complete
Complete
92 Day Maintenance Schedule
Provided on thumb ddve
Provided on CD
Notes
'atimated Osage
Reference:
Contract No. 9944
(CCS)